Difference between revisions of "Email & Email Broadcast Security"

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=Accessing Email & Email Broadcast Settings menu=
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=Overview=
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The Email and Email Broadcast Settings function allows you to determine how your emails will be system-generated, who is able to access email functionality, set failed email alerts, and more. 
  
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The '''Email & Email Broadcast Settings''' page can be reached in two ways:
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=Enabling Email & Email Broadcast Settings menu=
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===From Global Settings===
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1. Click the 9-square menu icon on the top right of your page.
  
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1. From the [[Global Settings]] page in the [[Login & Security Settings]] sections
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:: {{Icon-Menu}} 
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2. Under the heading '''Configuration, '''select [[Global Settings|'''Global Settings''']].
  
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[[Image:Email_Broadcast_Global_Settings.png]]
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3. Click on the tab labelled '''Security.'''
  
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2. From the '''Settings''' tab at the top of the page within the [[Email Broadcast]] application
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4. Under the first subheading, '''Business Security, '''click the hyperlink '''Email Security Settings.'''
  
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[[Image:EnableBroadcastSettings.png]]
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:: [[File:Email security.png|800px|border]]
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====Enabling Email & Email Broadcast as Menu Item for Roles====
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In order to enable the '''Email Broadcast '''feature as a menu item for certain roles or for all roles, follow these steps: 
  
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1. Click on the 9-square menu icon on the top right of your page.
  
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=Email & Email Broadcast Settings menu=
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:: {{Icon-Menu}} 
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2. Under the heading '''Configuration, '''select '''Roles and Security. '''
  
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[[Image:EmailBrodcastSettingsMenu.png]]
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3. Select the hyperlink '''User Roles.'''
  
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The Email & Email Broadcast Settings menu has the following 4 options available:
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4. To make this feature available to all roles, click on the '''pencil icon '''next to the '''Common '''role. Otherwise, click this same icon next to the specific role(s) that you would like to enable '''Email Broadcast''' as a menu item for. 
  
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# Enable Role Restrictions - Define roles that are able to send to other roles and restrict the type filtering used when searching for recipients. Used in conjuction with User Roles settings.
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5. Click on the '''Menu '''tab on the left-hand side menu of the role page.
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# Disable From Address - Managers are only able to set the From address field to a value other than their own email address.
 
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# Recipients Under Association Company - Controls whether the user list returned from the email broadcast is restricted to those users from companies that the current user is associated.
 
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# Enable On Behalf Of - Send emails from instance specific email address (i.e. alias@domain) on behalf of the From Address specified.
 
  
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6. Check the box next to the '''Email '''and '''Email Broadcast '''features in the list. 
  
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=Enable Role Restrictions=
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:: [[File:Enabling email broadcast.png|500px|border]]
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7. Click '''Save.'''
  
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[[Image:EnableRoleRestrictions.png]]
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===From the Email Broadcast Feature===
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Once the '''Email Broadcast '''and '''Email '''features have been enabled as menu items, you will be able to access them on your menu and open '''Email & Email Broadcast Settings.'''
  
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If the Enable Role Restrictions check-box is populated then a new '''Email & Email Broadcast Settings''' section will appear in the Edit Role screen
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1. Click the 9-square menu icon on the top right of your page.
  
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[[Image:EmailRoleSettings.png]]
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:: {{icon-Menu}} 
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2. Under the heading, '''Communications, '''click '''Email Broadcast.'''
  
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Enabling [[Role|role]] restrictions limits who the [[User|users]] in that [[Role|role]] can send email to. The email address field on new emails becomes '''read-only'''. The [[User|user]] must select [[User|users]] from the [[Role|roles]] for which they have email permissions.
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:: [[File:Email broadcast.png|300px|border]]
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3. Once the Email Broadcast list is open, click on the '''cog icon '''at the top that will open up the Email Broadcast settings. 
  
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If a [[User|user]] clicks on an email address of a [[User|user]] that they are not permissioned to send email to, then they will receive the permission message that they don't have permission to contact that individual.
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:: [[File:Email broadcast settings.png|750px|border]]
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=Email & Email Broadcast Settings=
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:: [[File:Email settings security.png|800px|border]]
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The Email Settings menu has the following options available under the heading '''Security.'''
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{| class="wikitable"
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|-
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||'''Enable Role Restrictions'''
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||Define roles that are able to send to other roles and restrict the type filtering used when searching for recipients. Used in conjunction with User Roles settings. See [[Email & Email Broadcast Security#Enable Role Restrictions|Email Role Restrictions]].
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|-
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||'''Disable From Address'''
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||
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The email broadcast '''From '''field will be '''Read-Only. '''Managers are only able to set the From address field to a value other than their own email address.
  
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On the [[Role|role]] settings the [[System Administrator]] can also select which filters will appear for the [[Role|role]].  ie: '''User Filter''', '''Roles''', '''Accounts''', etc.
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|-
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||'''Recipients Under Association Company'''
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||Allow [[Association Settings|associations]] to act as recipients.
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|-
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||'''Enable on Behalf Of'''
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||
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Send emails on behalf of the From Address specified; emails will be sent from an instance-specific email address. This is to prevent emails from being blocked. 
  
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See also - [[UTA]] - (Use Email Role Restriction) on the [[UTA]] [[Application|application]] '''settings''' page
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For the '''DKIM Domain '''field, this function enables DKIM signatures for emails in order to improve their authenticity. The domain entered needs to match the domain of your SmartSimple server. It is currently limited to the following: smartsimple.ca, smartsimple.com, smartsimple.ie, smartsimple.us. The selector name for any of these will be 'dkim.' 
  
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|-
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||'''Enable Reply-To'''
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||
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Send emails with Reply-To set to the From Address specified. 
  
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=Disable From Address=
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Toggling on this option will allow you to select from a list of set From Addresses, including the following:
  
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[[Image:DisableFromAddress.png]]
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* mailer@smartsimple.com
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* mailer@smartsimple.ca
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* mailer@smartsimple.eu
  
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Checking the Disable From Address option means the email broadcast '''From''' field will be made '''read only'''.  
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|-
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||'''Enable Default From Address'''
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||
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This email address will be set as the default From email address when composing an email.
  
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Managers will then be the only users able to set the From address field to a value other than their own email address
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Toggling on this option will allow you to fill in which email is the default From address. 
  
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|}
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==Enabling Role Restrictions==
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:: [[File:Email settings roles.png|400px|border]]
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If the '''Enable Role Restriction''' feature listed at the top of the page has been toggled on, then it will work in conjunction with the restrictions that you specify in this section. Simply click into each text box in order to reveal a drop-down of [[User role|roles]] available in your SmartSimple system, from which you can select the roles to have certain permissions or restricted access. 
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:
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:* '''Email Broadcast Manager Roles: '''[[User role|Roles]] selected to act as Manager. 
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:* '''Restrict Email Access: '''Enabling role restrictions will limit who the users in that role can send an email to. The email address field on new emails become '''Read-Only. '''If a user clicks on an email address of a user that they are not permissioned to send an email to, then they will receive a pop-up message that they do not have permission to contact that indvidual. 
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:* '''Restrict Instant Message Access: '''Select which roles you do not want to have Instant Message functionality in their use of the system. 
  
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=Enable On Behalf Of=
 
  
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[[Image:EnableOnBehalf.png]]
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See also - [[UTA]] - (Use Email Role Restriction) on the [[UTA]] [[Application|application]] '''settings''' page
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Checking the Enable On Behalf Of option means that any emails sent from the system will be sent from a instance specific email address (i.e. alias@domain) on behalf of the From Address specified.
 
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This is intended to help prevent emails being blocked. 
 
  
 
=Enable Failed Email Alert=
 
=Enable Failed Email Alert=
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:: [[File:Email fail template.png|800px|border]]
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[[File:Capture.PNG|750px|http://wiki.smartsimple.com/wiki/File:Capture.PNG]]
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{| class="wikitable"
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|-
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||'''Frequency'''
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||This will check for failed emails from the [[Message Queue]], and will in turn send an automatically generated email notifying the senders based on this failed email template.
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|-
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||'''From Address'''
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||Must contain a From Address Email. A common issue with failed emails is caused from this.
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|-
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||'''To Address'''
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||If certain staff or the system administrator needs to be notified of failed emails, the recipient[s] of the failed email message should be listed here. 
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|-
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||'''Subject'''
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||Write the subject of the email here - '''ex: ''Failed to Send Email. '''''The maximum length of a subject line is 255 characters.
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|-
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||'''Body'''
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||Body of the email to recipients.
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|}
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Click '''Save '''once you are done filling everything out. 
  
 
==See Also==
 
==See Also==
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* [[Email]]
 
* [[Email restriction|Email Restriction]]
 
* [[Email restriction|Email Restriction]]
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* [[Message Queue]]
  
 
[[Category:Email]][[Category:Email Broadcast]][[Category:Security]][[Category:Global Settings]]
 
[[Category:Email]][[Category:Email Broadcast]][[Category:Security]][[Category:Global Settings]]

Latest revision as of 07:27, 9 May 2023

Overview

The Email and Email Broadcast Settings function allows you to determine how your emails will be system-generated, who is able to access email functionality, set failed email alerts, and more. 

Enabling Email & Email Broadcast Settings menu

From Global Settings

1. Click the 9-square menu icon on the top right of your page.

052919 MenuIcon.png 

2. Under the heading Configuration, select Global Settings.

3. Click on the tab labelled Security.

4. Under the first subheading, Business Security, click the hyperlink Email Security Settings.

Email security.png

Enabling Email & Email Broadcast as Menu Item for Roles

In order to enable the Email Broadcast feature as a menu item for certain roles or for all roles, follow these steps: 

1. Click on the 9-square menu icon on the top right of your page.

052919 MenuIcon.png 

2. Under the heading Configuration, select Roles and Security. 

3. Select the hyperlink User Roles.

4. To make this feature available to all roles, click on the pencil icon next to the Common role. Otherwise, click this same icon next to the specific role(s) that you would like to enable Email Broadcast as a menu item for. 

5. Click on the Menu tab on the left-hand side menu of the role page.

6. Check the box next to the Email and Email Broadcast features in the list. 

Enabling email broadcast.png

7. Click Save.

From the Email Broadcast Feature

Once the Email Broadcast and Email features have been enabled as menu items, you will be able to access them on your menu and open Email & Email Broadcast Settings.

1. Click the 9-square menu icon on the top right of your page.

052919 MenuIcon.png 

2. Under the heading, Communications, click Email Broadcast.

Email broadcast.png

3. Once the Email Broadcast list is open, click on the cog icon at the top that will open up the Email Broadcast settings. 

Email broadcast settings.png

Email & Email Broadcast Settings

Email settings security.png

The Email Settings menu has the following options available under the heading Security.

Enable Role Restrictions Define roles that are able to send to other roles and restrict the type filtering used when searching for recipients. Used in conjunction with User Roles settings. See Email Role Restrictions.
Disable From Address

The email broadcast From field will be Read-Only. Managers are only able to set the From address field to a value other than their own email address.

Recipients Under Association Company Allow associations to act as recipients.
Enable on Behalf Of

Send emails on behalf of the From Address specified; emails will be sent from an instance-specific email address. This is to prevent emails from being blocked. 

For the DKIM Domain field, this function enables DKIM signatures for emails in order to improve their authenticity. The domain entered needs to match the domain of your SmartSimple server. It is currently limited to the following: smartsimple.ca, smartsimple.com, smartsimple.ie, smartsimple.us. The selector name for any of these will be 'dkim.' 

Enable Reply-To

Send emails with Reply-To set to the From Address specified. 

Toggling on this option will allow you to select from a list of set From Addresses, including the following:

  • mailer@smartsimple.com
  • mailer@smartsimple.ca
  • mailer@smartsimple.eu
Enable Default From Address

This email address will be set as the default From email address when composing an email.

Toggling on this option will allow you to fill in which email is the default From address. 

Enabling Role Restrictions

Email settings roles.png

If the Enable Role Restriction feature listed at the top of the page has been toggled on, then it will work in conjunction with the restrictions that you specify in this section. Simply click into each text box in order to reveal a drop-down of roles available in your SmartSimple system, from which you can select the roles to have certain permissions or restricted access. 

  • Email Broadcast Manager Roles: Roles selected to act as Manager. 
  • Restrict Email Access: Enabling role restrictions will limit who the users in that role can send an email to. The email address field on new emails become Read-Only. If a user clicks on an email address of a user that they are not permissioned to send an email to, then they will receive a pop-up message that they do not have permission to contact that indvidual. 
  • Restrict Instant Message Access: Select which roles you do not want to have Instant Message functionality in their use of the system. 


See also - UTA - (Use Email Role Restriction) on the UTA application settings page

Enable Failed Email Alert

Email fail template.png
Frequency This will check for failed emails from the Message Queue, and will in turn send an automatically generated email notifying the senders based on this failed email template.
From Address Must contain a From Address Email. A common issue with failed emails is caused from this.
To Address If certain staff or the system administrator needs to be notified of failed emails, the recipient[s] of the failed email message should be listed here. 
Subject Write the subject of the email here - ex: Failed to Send Email. The maximum length of a subject line is 255 characters.
Body Body of the email to recipients.

Click Save once you are done filling everything out. 

See Also

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